Workflows Reports Training. 1. Report Session 2. Schedule New Reports 3. Finished Reports

Transcription

1 Workflows Reports Training 1. Report Session 2. Schedule New Reports 3. Finished Reports

2 Report Session 1

3 Report Session Configuration harringtonlc.org Workflows Help Report Session Configuration For Internet Explorer Click on Report Session, Beside the Application to view reports: there is a box with a diamond in it (called a gadget) click on the gadget use the drop down arrow (or click on Comptuer on the left side, then double click on the C drive or OS drive) click on program files (or program files (x86), depending on your operating system) double click on Internet Explorer double click on iexplore This will take you back to the Report Session Screen. Do exactly the same thing for Application to print reports. Format Page Change these settings Page length: 63 Page width: 80 Top Margin: 5 Bottom margin: 5 Then open up Finished Reports. Once you have a report open you need to set the margins (you only have to do this once) Click on the tools icon in the upper right corner (looks like a wheel) Click on Print Click on Page Setup Set the margins Top and Bottom Margins:.5 Left and Right Margins:.75 You probably need to set all Header and Footers to empty. This should print one patron record per page. on Windows 7 you may need to adjust the top Margin to 3 For Wordpad Click on Report Session, Beside the Application to view reports: there is a box with a diamond in it (called a gadget) click on the gadget use the drop down arrow (or click on Comptuer on the left side, then double click on the C drive or OS drive) click on program files (or program files (x86), depending on your operating system)double click on Windows NT double click on Accessories double click on wordpad This will take you back to the Report Session Screen. Do exactly the same thing for Application to print reports. Format Page Change these settings Page length: 60 Page width: 80 2

4 Top Margin: 3 Bottom margin: 5 Then open up Finished Reports. Once you have a report open you need to set the margins (you only have to do this once) Click on File Click on Page Setup Set all margins to.5 This should print on patron record per page. For Microsoft Word Click on Report Session, Beside the Application to view reports: there is a box with a diamond in it (called a gadget) click on the gadget use the drop down arrow (or click on Comptuer on the left side, then double click on the C drive or OS drive) click on program files (or program files (x86), depending on your operating system)double click on Microsoft office double click on Office 10, 11, 12, or 14 double click on WinWord This will take you back to the Report Session Screen. Do exactly the same thing for Application to print reports. Then open up Finished Reports. You should be able to view your reports now. Let me know if you have any problems. Settings to try Report Session settings Page length 60 Page width 76 Top margin 3 Bottom margin 3 Word settings All Margins.5 Font New Courier, size 10 3

5 Schedule New Reports 1. Templates 2. Bibliographic 3. Circulation 4. My Circulation 5. My Copies 6. My Statistics 7. My Titles 8. Users 4

6 Templates To create a template Click on the desired Tab Click on the desired report Make the desired selections for the report When you are done, click on Save as Template. The new report template will be in your Templates Tab. Bibliographic The Bibliographic group of reports allows you access to your catalog in a report format. The Bibliographic reports accomplish the following tasks. Create subject bibliographies Count, list and get statistics for bibliographic information Print spine labels Make global changes to bibliographic data Manage discarded items, and identify duplications and errors in the data There are some reports that are password protected that you will not have access to. The following is a list of these reports. Edit bibliographic data globally Export MARC Holdings Extract Deletions for OCLC Extract Keys for Marc Export Remove DELETE Records Remove DISCARD items Remove Items by location Replace subfields in MARC headings Reset Item Counters Set Items to DISCARD URL Checker URL Update 5

7 Run a List Bibliography Click on List Bibliography Click on Setup & Schedule or Double Click the report name Basic Tab Report name: (name it something you will remember or you can leave it as is) Description: (there is no need to modify this) Title: (you can change this if you want to, it prints out at the top of each page of the report) Footer: (the footer prints at the bottom of each page, add one if you want) Search String Search string: (if you want to search for a string in the record it has to be exact) Enter Strings: (enter one string at a time) Click on Add When you are done adding your string(s) Click on Save Style Sheet Currently there is only one style sheet available (prtitem.xsl). There is no need to choose the style sheet. Shadow Shadow Yes (if you choose this it will select only items that are shadowed) No (if you choose this it will select items that are not shadowed) No is the default selection. Both (if you choose this it will select both shadowed and un-shadowed items) Title Selection Format: (use this only if you know the marc format and want to limit your report by this) Accountable: Yes, No, Both (Both is the default) Review record: Yes, No, Both (No is the default) Date created: (this can be used to limit by the date the title was recreated) To select a date, Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Created by: (use this only if you want to limit it to the user profile that created the title) Select the profile name in the left hand column and move it to the right hand column. Date cataloged (this can be used to limit by the date the title was cataloged) To select a date, 6

8 Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Date modified: (this can be used to limit by the date the title was modified) To select a date, Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Modified by: (use this only if you want to limit it to the user profile that modified the title) Select the profile name in the left hand column and move it to the right hand column. Publication year: (this can be used to limit by the publication or copy right date) Click on = (if you want only a certain year, ex. 1985) Click on < (if you want all years before a certain year) Click on > (if you want all years after a certain year) Click on <>(if you want all years except a certain year) Click on x-y(if you want a range of years, ex. Between 1985 and 2000) After you have made your selection click Ok Number of libraries: (use this if you want to limit it by how many libraries are attached to the title) (The following should be used for all the Number of selections) Click on the gadget Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of call numbers: (use this if you want to limit it by how many call numbers are attached to the title) Number of copies on order: (use this if you want to limit it by how many copies are on order for the title) Number of title holds: (use this if you want to limit it by how title holds are on the title) Number of total holds: (use this if you want to limit it by the total number of holds) Shadowed: Yes, No, Both (the default is both) Call Number Selection Library: (you can limit it to your library but you do not have to) Select the library name in the left hand column and move it to the right hand column. Call number range: (use this to limit the report to a certain call number or range of call numbers) 7

9 Click on the gadget Click on = (to choose an exact call number, ex. FIC ROW) Click on < (to choose call numbers less than a certain call number) Click on > (to choose call numbers greater than a certain call number) Click on x-y (to choose a range of call numbers, ex. Between and ) After you have made your selections click Ok Class scheme: (use this to limit it to a certain class scheme) Select the Class Scheme in the left hand column and move it to the right hand column. Number of copies: (to limit by the number of copies attached to the call number) (The following should be used for all the Number of selections) Click on the gadget Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of call holds: (to limit by the number of holds attached to the call number) Number of copies on reserve: (to limit by the number of copies on reserve) Bound-with: (normally is not used) Shadowed: Yes, No, Both (the default is both) Item Selection Library: (you can limit it to your library or libraries be sure that you put in at least one library) Home location: (use this to limit by home location) Current location: (use this to limit by current location) Item type: (use this to limit by item type) Item category 1: (use this to limit by item category 1) Item category 2: (use this to limit by item category 2) (The following should be used for all the above selections) Select the Data name in the left hand column and move it to the right hand column. Permanent: Yes, No, Both (the default is both) Circulate: Yes, No, Both (the default is both) Extended info: (we do not currently use the extended information fields) In the shadow catalog: Yes, No, Both (the default is both) Accountable: Yes, No, Both (the default is both) Number of pieces: (use to limit by a certain number of pieces) Date Created: (use to limit by the date created) To select a date, (use these instructions for all date selections) Click; On, Before, After, Range, No date, or Any beside; Use data for this date: 8

10 Select the date or range you need. Last activity date: (use to limit by the last activity of the items record) Distribution key: (normally not used) Date last charged: (use to limit by the date the items were last charged or checked out) Date last discharged: (use to limit by the date the items were last discharged or checked in) Date inventoried: (use to limit by the date the items were inventoried) Number of times inventoried: (use to limit by the number of times the items were inventoried) (The following should be used for all the Number of selections) Click on the gadget Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of charges: (use to limit by the number of current charges) Number of total charges: (use to limit by the total number of charges the items have had) Number of inhouse charges: (use to limit by the number of inhouse charges the items have had) Number of copy holds: (use to limit by the number of holds on the items) Available on hold: Yes, No, Both (the default is both) Number of bills: (use to limit by the number of bills the items have) Price: (use to limit by the price that is in the item record) Reserve status: (not currently used) Media desk: (not currently used) Sorting Sorted by: (There are three options) author/title (this sorts by the author first then the title) call number (this sorts by call number, first by Class Scheme, then by call number) title/author (this sorts by the title first then the author) Print Item Printed arrangement: (you will normally select Record by record Output format: Standard, Pipe Delimited, XML (the default is Standard) Record per page (is normally not selected) Title Information Normally you will select First Call number, Publication year, Entry list Entry list: (normally you will just type in 100,245; but you can use the gadget) Call Number Information Normally you will select No call number information Item Information Normally you will select Brief copy information When you are ready you can Schedule, Run Now, or Save As Template 9

11 Circulation These reports provide information about the circulation of library materials to your library users, in addition to providing a means for notification and billing. This report group is closely related to the User Group Reports. The Circulation reports accomplish the following tasks. Count, list, and produce statistical information about item charges, bills and holds List users with charges, bills and holds Produce notices to mail to users who have purchase requests, holds, bills, and charges Produce statements to mail to users who have patron credit accounts Remove bills and holds Mark holds INACTIVE that have expired on the Holds shelf or that have expiration dates that have passed Process items that are long overdue or are assumed to be lost Print circulation tables and provide cash reports for bill payments at circulation workstations Print a list of titles that have a certain ratio of holds to copies for the library to consider purchasing additional copies Modify user records to allow telephone notification software to select users for phone notices There are some reports that are password protected that you will not have access to. The following is a list of these reports. Assumed lost report Discharge BW ebooks Edit Due Dates Globally Expire Available Holds Expire Holds Final Bill Notice Generalized Bill Notices Hold Overdue Notices Hold Pickup Notices New Overdue Notices Notice for Cancelled Holds Notify Users Wanting Text Messages Notify User via Phone Overdue Notice Process Long Overdue Items Purge Charge History Purge Inactive Holds Remove Bills Remove Paid Bills User Credit Transaction Activity 10

12 Run a List Charges Click on List Charges Click on Setup & Schedule or Double Click the report name Basic Tab Report name: (name it something you will remember or you can leave it as is) Description: (there is no need to modify this) Title: (you can change this if you want to, it prints out at the top of each page of the report) Footer: (the footer prints at the bottom of each page, add one if you want) Style Sheet Currently there is only one style sheet available (prtcharge.xsl). There is no need to choose the style sheet. Charge Selection Library: (you can limit it to your library or libraries be sure that you put in at least one library) Current location: (use this to limit by current location) (The following should be used for all the above selections) Select the Data name in the left hand column and move it to the right hand column. Date charged: (use to limit by the date charged or checked out) To select a date, (use these instructions for all date selections) Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Date due: (use to limit by the date due) Overdue: Yes, No, Both (the default is both) Accrued fine: (use to limit by the amount of fines that have accrued so far) Date renewed: (use to limit by the date an item was renewed) Number of renewals: (use to limit by the number of times an item as been renewed) (The following should be used for all the Number of selections) Click on the gadget Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of unseen renewals: (normally not used) Date claims returned: (use to limit the date an item was claims returned) Date recalled: (normally not used) Date notice sent: (use to limit by the date a notice was sent) Number of overdue notices: (use to limit by the number of overdue notice sent for an item) Number of recall notices: (normally not used) 11

13 Circulation rule: (use to limit by the circulation rule use at the time the item was checked out, normally not used) Status: ACTIVE, INACTIVE (this is the status of the checkouts) Charge associated w/ user group: Yes, No, Both (the default is both) User Selection Normally this tab isn t used because we are a multi library system and selections are made on the Charge Selection tab. User Status Selection Normally this tab isn t used. Item Selection Library: (you can limit it to your library or libraries be sure that you put in at least one library) Home location: (use this to limit by home location) Current location: (use this to limit by current location) Item type: (use this to limit by item type) Item category 1: (use this to limit by item category 1) Item category 2: (use this to limit by item category 2) (The following should be used for all the above selections) Select the Data name in the left hand column and move it to the right hand column. Permanent: Yes, No, Both (the default is both) Circulate: Yes, No, Both (the default is both) Extended info: (we do not currently use the extended information fields) In the shadow catalog: Yes, No, Both (the default is both) Accountable: Yes, No, Both (the default is both) Number of pieces: (use to limit by a certain number of pieces) Date Created: (use to limit by the date created) To select a date, (use these instructions for all date selections) Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Last activity date: (use to limit by the last activity of the items record) Distribution key: (normally not used) Date last charged: (use to limit by the date the items were last charged or checked out) Date last discharged: (use to limit by the date the items were last discharged or checked in) Date inventoried: (use to limit by the date the items were inventoried) Number of times inventoried: (use to limit by the number of times the items were inventoried) (The following should be used for all the Number of selections) Click on the gadget 12

14 Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of charges: (use to limit by the number of current charges) Number of total charges: (use to limit by the total number of charges the items have had) Number of inhouse charges: (use to limit by the number of inhouse charges the items have had) Number of copy holds: (use to limit by the number of holds on the items) Available on hold: Yes, No, Both (the default is both) Number of bills: (use to limit by the number of bills the items have) Price: (use to limit by the price that is in the item record) Reserve status: (not currently used) Media desk: (not currently used) Call Number Selection Library: (you can limit it to your library but you do not have to) Select the library name in the left hand column and move it to the right hand column. Call number range: (use this to limit the report to a certain call number or range of call numbers) Click on the gadget Click on = (to choose an exact call number, ex. FIC ROW) Click on < (to choose call numbers less than a certain call number) Click on > (to choose call numbers greater than a certain call number) Click on x-y (to choose a range of call numbers, ex. Between and ) After you have made your selections click Ok Class scheme: (use this to limit it to a certain class scheme) Select the Class Scheme in the left hand column and move it to the right hand column. Number of copies: (to limit by the number of copies attached to the call number) (The following should be used for all the Number of selections) Click on the gadget Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of call holds: (to limit by the number of holds attached to the call number) Number of copies on reserve: (to limit by the number of copies on reserve) Bound-with: (normally is not used) Shadowed: Yes, No, Both (the default is both) 13

15 Title Selection Format: (use this only if you know the marc format and want to limit your report by this) Accountable: Yes, No, Both (Both is the default) Review record: Yes, No, Both (No is the default) Date created: (this can be used to limit by the date the title was recreated) To select a date, Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Created by: (use this only if you want to limit it to the user profile that created the title) Select the profile name in the left hand column and move it to the right hand column. Date cataloged (this can be used to limit by the date the title was cataloged) To select a date, Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Date modified: (this can be used to limit by the date the title was modified) To select a date, Click; On, Before, After, Range, No date, or Any beside; Use data for this date: Select the date or range you need. Modified by: (use this only if you want to limit it to the user profile that modified the title) Select the profile name in the left hand column and move it to the right hand column. Publication year: (this can be used to limit by the publication or copy right date) Click on = (if you want only a certain year, ex. 1985) Click on < (if you want all years before a certain year) Click on > (if you want all years after a certain year) Click on <>(if you want all years except a certain year) Click on x-y(if you want a range of years, ex. Between 1985 and 2000) After you have made your selection click Ok Number of libraries: (use this if you want to limit it by how many libraries are attached to the title) 14

16 (The following should be used for all the Number of selections) Click on the gadget Click on =(for an exact number) Click on < (for any number less than a certain number) Click on > (for any number greater than a certain number) Click on <> (for any number not equal to a certain number) Click on x-y (for any number between two numbers, ex. Between 1 and 5) Number of call numbers: (use this if you want to limit it by how many call numbers are attached to the title) Number of copies on order: (use this if you want to limit it by how many copies are on order for the title) Number of title holds: (use this if you want to limit it by how title holds are on the title) Number of total holds: (use this if you want to limit it by the total number of holds) Shadowed: Yes, No, Both (the default is both) Sorting Sorted by: (there are four options) call number (this sorts by call number, first by Class Scheme, then by call number) title/author (this sorts by the title first then the author) user ID (this sorts by user ID) user name (this sorts by users last name, then the users first name) Print Charge This is normally not used, but if you select the XML output it will output in XML format When you are ready you can Schedule, Run Now, or Save As Template 15

17 My Circulation The My Circulation group of reports provides information about the circulation of library materials to your library users. The My Circulation reports accomplish the following tasks. * Count, list, and produce statistical information about item checkouts, bills and holds * List users with checkouts, bills, holds, and overdue items * Provide daily and monthly cash reports for bill payments at circulation workstations There are some reports that are password protected that you will not have access to. The following is a list of these reports. Expire Available Holds Expire Holds Purge Inactive Holds These reports are run basically the same as the Circulation group of reports. My Copies The My Copies group of reports allows you to review your copy inventory. The My Copies reports accomplish the following tasks. * Run reports for the purpose of collection development or weeding * Count copies in full collection * List various copies by the funding source used to purchase the material. There are no reports password protected in this tab. My Statistics The My Statistics group of reports is used to produce circulation counts for total checkouts and renewals. The My Statistics reports accomplish the following tasks. Produce hourly circulation counts for the total checkouts and renewals of items within a given call number range Produce total circulation counts for the total checkouts and renewals of items within a given call number range Produce daily, monthly, and weekly statistics for particular item and user characteristics There are no reports password protected in this tab. My Titles The My Titles Group of reports help staff maintain bibliographic control over the collection. The My Titles reports accomplish the following tasks. Calculate the average price of selected items 16

18 Calculate the average publication year of selected items Count items in catalog based on various item characteristics Produce various bibliographic listings of titles in the catalog Provide lists of lost items, shadowed titles, and titles with no copies Provide lists of new titles added to the catalog based on various item characteristics Provide shelflist reports based on various item characteristics Print spine and pocket labels for recently added items There are no reports password protected in this tab. These reports are run basically the same as the Bibliographic Group of Reports User User reports provide information specific to the users of your library. These reports are closely related to the Circulation Group Reports. The User reports are useful in the following types of situations. Maintain users delinquency status, privilege expiration, and remove batches of user records Count, list, and produce statistical information about your library s users Print user ID and address labels Produce general announcement notices to mail to all or selected users Manage user suspension records There are some reports that are password protected that you will not have access to. The following is a list of these reports. Remove All Expired Suspensions Remove Users Set User Expiration Date Update Select User Delinq Stat Update User Delinquency Status Update User Status These reports are run basically the same as the Circulation group of reports. 17

19 Finished Reports To view finished reports Click on Finished Reports Highlight the report you want to view Click on View Uncheck View Log Click OK Then you can print it or save it to your computer. 18

20 Workflows Function Key Wizard F1 Help Alt + function key F2 Display User F3 Item Search F1 F4 Discharging F2 Modify Holds for Item F5 Checkout F3 Remove Item Hold F6 F4 F7 Renew User F5 Mark Item Lost F8 F6 Discharging Bookdrop F9 Place Hold F7 User Claims Returned F10 F8 Billing a User F11 User Registration F9 Remove User Hold F12 Print F10 F11 Confirm Address Shift + function key F12 Renew Privilege F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Add Brief Title Display Item Holds Trap Holds Inventory Item Change Item ID Paying Bills Display User Holds Modify User Remove User Shift + Alt + function key F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Delete Title, Call Numbers Send Message Modify Due Dates Mark Item Used Ephemeral User Lost Card Copy User Pending Transits Receive Transit